The Global Alliance for Improved Nutrition (GAIN) is driven by the vision of a world without malnutrition. GAIN is a Swiss based international organization that mobilizes public-private partnerships and provides financial and technical support to deliver nutritious foods to those people most at risk of malnutrition.  The organization is delivering improved nutrition to an estimated 610 million people in more than 30 countries, half of whom are women and children.  Nutrition products are as varied as fortified cooking oil and flour in Africa, soy sauce in China and biscuits in India, as well as specialized products for infant and young child nutrition, and interventions to protect the most vulnerable affected by emergencies or chronic illness.

GAIN’s program assistants play an important role in the smooth running of the organization.  The Senior Program and Administrative Assistant, Ethiopia, will provide day to day administrative assistance to the Country Director, as well as in the general management of the office and support to the country program. 

Overall Purpose

The purpose of this position is to oversee the procurement and logistics, office management and facilities of the country office in Ethiopia and provides support to the Country Director and country staff.

Responsibilities:

Administrative Assistance

·       Provides administrative assistance to the Country Director & Country Staff, ensures compliance with GAIN policies and procedures.

·       Drafts meeting agendas and prepares summary notes.

·       Manages logistics for key meetings and calls; plans, organizes and coordinates the meeting and calls, arranges all related communications and where necessary takes meeting minutes and organizes hospitality.

·       Organize logistics for staff, consultants and guests for any travels to project areas. 

·       Assists in scheduling and planning for events, such as on-site and off-site meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials.

·       Drafts correspondence including reports, contracts, and other administrative documents.

·       Prepares presentations, graphics and charts.

·       Participates in the preparation and formatting  and coordination of donor reports and proposals.

·       Assumes responsibility for document filing and develops office administrative procedures as required.

·       Responds to general enquiries to the country office.

·       Manages timesheet records.

·       Coordinates domestic and international travel arrangements for the Country Director, processes travel claims and makes recommendations and decisions regarding meeting facilities, tickets and visas.

·       Organizes meetings and workshops for GAIN staff, including travel arrangements and security.

·       Prepares and formats standard contracts and related documents, in strict compliance with the standard contracting process and templates, and assists in the preparation of complex contracts.

·       Follow up monthly reports from program staff and put all project reports in to Project Management and Information System (PMIS).

Office Management

·       Coordinates with GAIN Headquarters and the office set up consultant regarding finalizing vendors, day to day monitoring of the installation of office equipment, IT set up and coordination of annual contracts.

·       Day to day facilities management of the Ethiopia office, developing and maintaining good relationships with suppliers.

·       Oversees transportation and vehicle management.

·       Supervises support staff such as security guards and cleaner.

·       Manages procurement as per GAIN’s procurement policy and national standards, liaising with Finance (Geneva).

·       Coordinates delivery of goods from suppliers, manages records and keeps a fixed asset registry as per national requirements.

·       Ensures timely customs clearing and follow up with government offices.

• Other duties as required by the Country Director.
  

Key Organizational Relationships

·       Reports to Country Director.

·       Works with staff in the Ethiopia office on all operations related activities.

·       Works across GAIN to ensure open communication channels, coordinates requests and meetings.

·       External suppliers and stakeholder organizations in Ethiopia.

·       Closely liaise with GAIN Corporate Services division (Geneva ad London).

Skills & Attributes

·       Proactive with a commitment to quality and accuracy with close attention to detail.

·       Strong interpersonal, organizational and communications skills.

·       Experience working in an entrepreneurial, matrixed, global organization.

·       High flexibility and occasional availability to work outside regular working hours.

·       Effective oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.  Able to prioritize, multi-task, and work well under pressure with frequent deadlines. 

·       Reliable and enjoys working in a multi-cultural, cross functional team with flexible and adaptable approach to work.

·       Ability to work without close supervision.

·       Computer literacy with excellent MS Word, MS Excel, Outlook, and PowerPoint skills.

·       Knowledge and familiarity with one or more of the following functional areas: Procurement, travel, communications, accounting, contracts and agreements, nutrition/health science, meetings/conference management, international aid, development programs or portfolio management.

·       Flexible and adaptable approach to work.

• Ability to travel on occasion.
  

Experience

Minimum of 3 years related experience in an administrative / office management role, preferably in an international NGO.

Education

Bachelor’s degree preferred, or alternatively equivalent work experience. 

Competencies

·       Initiative

·       Teamwork/Collaboration

·       Negotiation

·       Procurement and accounting

·       Project Management

• Knowledge Sharing 

Other Requirements

Business English required, written and verbal